Creating a contact list takes three steps: open Contacts, add people one at a time or import them, then group them into a label

Gmail's contact system lives in a separate app from your inbox. You reach it by clicking the Google apps menu (the grid of nine dots in the top right corner of Gmail) and selecting Contacts. Once you are there, you can add individual people, import contacts from another email account or service, and organize them into groups so you can email multiple people at once.

The process is straightforward but works differently depending on whether you are adding one contact at a time or bringing in a batch from somewhere else. Both methods save to the same place, and you can mix them — add some manually, import others, and organize everything into the same groups afterward.

Key Takeaways

  • Open Gmail, click the Google apps menu (top right), and select Contacts to access your contact list.
  • Add a single contact by clicking the "Create contact" button and filling in name, email, phone, and other details you want to keep.
  • Import multiple contacts at once by exporting them from another email service as a CSV or vCard file, then uploading that file to Gmail Contacts.
  • Create a group (called a label in Gmail) by clicking "Labels" on the left side, then add people to that group so you can email them all together.
  • Contacts you add or import sync across all your Google devices — phone, tablet, and computer — automatically.

Adding a single contact manually

Click the red "Create contact" button near the top left of the Contacts page. A form will open with fields for name, email address, phone number, physical address, and notes. Fill in at least the name and email — those are the only required fields. Everything else is optional.

Once you have entered the information, scroll down and click "Save". The contact appears in your list when ready. If you add a phone number, Gmail will also sync that contact to your phone if you use an Android device or have Gmail synced on an iPhone.

Importing contacts from another email service

If you have contacts stored in Outlook, Yahoo Mail, or another email service, you can bring them into Gmail without typing them in manually. First, export your contacts from the other service — most email providers have an option in their settings or address book menu to read contacts as a CSV file or vCard file. The exact steps vary by service, but you are looking for a button labeled "Export" or "read".

Once you have the file on your computer, go to Gmail Contacts and click the menu icon (three horizontal lines) on the left side. Select "Import". Choose the file from your computer and click "Import". Gmail will read the file and add all the contacts to your list. If any contacts already exist in Gmail, Gmail will skip them rather than create duplicates.

Organizing contacts into groups with labels

Gmail does not use the word "group" — it calls them labels. A label is a tag you assign to one or more contacts so you can email them together. To create a label, click "Labels" on the left side of the Contacts page, then click "Create label". Type a name like "Work Team" or "Family" and click "Create".

Now add contacts to that label. Click on a contact's name to open their card, then click the label icon (it looks like a tag) and select the label you want to add them to. You can add the same person to multiple labels — for example, a coworker could be in both "Work Team" and "Project X". When you compose an email and type the label name in the "To" field, Gmail will expand it to show all the people in that label, and you can send to all of them at once.

Syncing contacts across devices

Contacts you create or import in Gmail automatically sync to your phone and other devices where you use your Google account. On Android phones, contacts appear in the default Contacts app. On iPhones, you need to turn on contact syncing in Settings — go to Settings, tap Mail, select your Gmail account, and toggle "Contacts" on.

The sync works both ways: if you add a contact on your phone, it appears in Gmail Contacts on your computer. If you delete a contact in Gmail, it disappears from your phone. This means you only have to maintain one contact list, and it stays the same everywhere you use Gmail.

Editing and removing contacts

To change a contact's information, click their name in the Contacts list and click the pencil icon (Edit). Update any field and click "Save". To remove a contact, open their card and click the trash icon at the bottom. The contact is deleted from all your devices.

If you delete a contact by mistake, you can undo it when ready by pressing Ctrl+Z (Windows) or Command+Z (Mac). After a few seconds, the undo option disappears, so act quickly if you need to restore someone.

Backing up your contacts

Your contacts are stored in Google's servers, so they are safe if your computer fails or your phone is lost. However, it is still wise to keep a backup on your computer. To export all your contacts, go to Gmail Contacts, click the menu icon on the left, select "Export", and choose which contacts to read (all contacts, a specific label, or contacts from a particular account if you manage multiple Gmail accounts). Gmail will create a CSV file and read it to your computer.

Store this file somewhere safe — a folder on your computer, an external drive, or cloud storage like Google Drive. If you ever need to switch email services or restore contacts to a new device, you can import this file into Gmail or another email service.

Frequently Asked Questions

Can I import contacts from my phone directly into Gmail?

Not directly from the phone to Gmail. Instead, export your contacts from your phone as a CSV or vCard file (the steps vary by phone type), save that file to your computer, then import it into Gmail Contacts using the Import button. Once imported, the contacts sync back to your phone automatically.

What happens if I add the same person to multiple labels?

They stay in all the labels you assigned them to. When you type a label name in the "To" field of an email, that person appears in the expanded list. If you email the label, they receive only one copy of the email, not multiple copies.

Can I share a contact list with someone else?

Gmail Contacts does not have a built-in sharing feature. You can export your contacts as a CSV file and send it to someone else, and they can import it into their own Gmail account. Alternatively, you can create a shared Google Sheet or document and manually list contact information there.

Will my contacts disappear if I delete my Gmail account?

Yes. If you delete your Google account, all contacts stored in Gmail Contacts are deleted as well. This is why exporting and backing up your contacts to your computer is important — it gives you a copy that survives even if your account is closed.

How do I merge duplicate contacts?

Open one contact, click the menu icon (three dots) at the top right, and select "Find and merge duplicates". Gmail will scan for contacts with similar names or email addresses and suggest merges. Review each suggestion and click "Merge" to combine them into a single contact card.